If you use Sage 200, you may already know about the various reports that its Report Designer can help you create.
What you might not know is that each month, there’s a Report of the Month – created by Sage and provided to you, for free.
These pre-designed reports can save time and effort, addressing common business needs and giving you inspiration for your custom reports.
In this article, we’ll be showing you how to access the Report of the Month, as well as adding the report to Sage 200’s menu and managing access to reports by roles.
Step 1: Accessing the Reports
Within the Sage 200 homepage, under We’re here to help you, click on Our Knowledgebase.
Step 2: Downloading the Required Reports
Scroll down to the How to section, and click Sage 200 Report Library. Here you’ll find all of the free reports Sage offers, listed by software module.
Once you have found the report you want to download, click the Download icon next to it.
Note: To download the report, you will need to log in to your Sage account. The software should prompt you to do this automatically.
Once the file has been downloaded, save it under Sage > Reporting, followed by Company or Custom folders, depending on what you want to use the file for.
The Company folder is for specific company use. The Custom folder is for all of your Sage 200 companies.
Once you’ve selected whether to go into Company or Custom folders, you can save it in further subfolders relating to the type of report – e.g. a Purchase Ledger report can go in the Purchase subfolder.
Step 3: Preparing the Downloaded Report for Sage 200
It’s good practice to ensure that your file names match in both the front end and back end. This helps keep things organised.
Go back into the folder where you saved the report. Right-click on the report, and click Rename. From here, you’ll be able to copy the name, which you can then paste when you’re working on the report again later.
Step 4: Adding the Report to Sage 200
Next, open Sage 200 System Administration, and click Features.
What feature list the report is saved under will depend on its type. So, a Purchase Ledger report goes under Purchase Ledger, etc.
Expand the desired module and its accompanying reporting section.
Highlight the reporting folder, right-click, and select Add New Feature.
In the Name box that appears, paste the name that you previously copied, and select OK.
You then need to assign the target for the new feature – i.e. what report the system will run when you go into that feature in Sage 200.
To do this, under Feature Properties and Targets, click Add.
Paste the report name again.
Set the target type to Report.
Next to Target Action, click the button with three dots. From here, navigate to where you saved the report.
Select the report, and click Open, and then Save.
Step 5: Assign the Feature to User Role
Although the feature is now added to Sage 200, it won’t automatically be picked up by people’s roles. This means you’ll have to assign the feature manually to specific user roles you want to give access to.
Go to the Users area in Sage 200 System Administration.
Once you’ve found your desired user, right-click, and go to Properties to see their roles.
Under Roles, review what role names currently have access to the feature and see whether you would like to give everyone else within those roles, that same feature.
Once you’ve decided what roles are going to have the feature added, right-click the role and select Features.
This will open the list of Features folders again; the top-level folder for the feature you want to add should be unticked, as should the report.
Tick the report option to include it, then click Apply and OK.
Step 6: Add the Feature to the Sage 200 Menu
In Sage 200, click the pencil in the top right-hand corner of the menu (you should have this if you have permission to edit the Sage 200 menu).
The border around the menu will turn green, showing that it is now editable.
Navigate to the menu level you want to add your report to. Right-click, and select New Menu Item.
In the box that appears, find and select the report you added.
Assign a custom icon if desired, then click OK and OK again.
You can verify that your report is now available in the menu by exiting edit mode and navigating to the location in the menu where you added the report.
When you click on the report, you can select a date and run the report to check it loads correctly.
Note: Users who share the role with the new report feature must log out and back into Sage 200 to see it in their menu.
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